Techies

We had just started the final song of the service, right after the message, when I looked down at the Betacam SP recorder and saw the time code running. I called out the time so our volunteer could write down yet another point in the service for possible video editing and then did a double-take at the recorder. The record button was lit, but not the play button. In the world of professional decks, this meant that while the numbers were faithfully ticking by, nothing was being recorded to tape!

Creating Checklists
That painful memory meant that the entire service was not recorded to video, which also meant that I would not have a TV show to put on the air. While distressing and embarrassing, this incident prompted me to do what I should have done in the first place: I created a video recording checklist.

I wish I could say "do these three things to make a checklist" and have it work exactly in every church. The reality, however, is that due to the innumerable ways that you can hook up your system and the nearly limitless number of recording devices available, a "checklist template" would be wholly inaccurate.

Instead, I'm providing you with the kinds of things to consider when you make your own custom checklist for your recording systems.

Draw it out
Every cable plugs in to one device and comes out of another. That's how signal paths work. So it's necessary for each of your systems have a signal flow diagram ? a line drawing that shows every device and how they're connected ? printed out and posted in the tech booth or media room near the equipment. You should have, at the least, three sets of drawings: one for audio, one for video and one for lighting.

This solves two issues. First, it gives you an instant reference to know where a signal is coming from and second, it also is a very handy quick reference troubleshooting guide in times of crisis.

Once completed, it will become obvious which components need to be operating for the recording to take place. Remember, just because the projector has a signal doesn't automatically mean that the equipment feeding the video recorder is also operating. The same is true for your sound system.

Create Step-by-Step Instructions
Assume that every techie calls in sick and the system must be operated by your mom. That's the premise you need to start with when creating a step-by-step instruction sheet.

I've been in churches where the start up checklist referenced terms that a non-techie wouldn't know. The assumption was that a fully trained technician would be operating and the checklist was written for someone with that level of knowledge. You can't make that assumption, so start with the very basic steps and be as specific as possible.

It's also helpful to have every piece of gear clearly labeled so that your checklists reference the exact labeling schema, making following the instructions as easy as possible.

Now that you've created a step-by-step process to start the equipment and begin the recording process, create another checklist that stops the recording and turns everything off. Sometimes, this is simply a reverse-order checklist, but often enough, the process is slightly different so go ahead and take the time to make the shutdown checklist just as complete.

Create Redundancy
When I realized that I had failed to record the service, I kicked myself for not having a second record deck. The very next week, I had one installed, because if it's worth recording, it's worth making sure that the recording has a backup.

Sure, this costs more money, but if the church has already invested in recording technology, then the implication is that the recording is worth the effort and expense. Therefore, ensure that the recording happens by utilizing at least two different recorders in case the hardware fails. Some people will opt for a dual-recording device, but if the device fails, then both recordings fail along with it. I know, it's more money, but it's worth having a backup unit recording at all times.

Finally, create redundancy with your tech teams. When one person is responsible for making a recording, having all the right checklists, all the right gear (including redundant equipment) and all the right things in place doesn't prevent operator error. Sometimes, we just forget to hit record! That's why a second person should have the responsibility of going through their own checklist that asks if everyone has started recording. This human redundancy is probably going to save your church the embarrassment I went through when I failed to have this system in place years ago.

Learn from someone who?s been there before: Create checklists, create redundancy and provide peace of mind!